Camp Crystal Coordinator

Location

Frankfort, Michigan

Position Type

Part-time, year-round regional staff position

Hours will vary seasonally, with increased responsibilities during registration, licensing preparation, and the summer camp season.

Residency Requirement

The Part-Time Coordinator must reside in the State of Michigan, as the position requires a consistent presence and availability to support Camp Crystal and its programming.

Reports To

Regional Minister or designated regional staff supervisor

Works Closely With

Camp commissions, camp deans, counselors, Counselors-in-Training (CITs), UCCR staff, local congregations, parents and guardians, scholarship partners, and regional leadership.

Position Purpose

The Camp Program, Scholarship, and Compliance Coordinator provides the administrative infrastructure needed for the Region’s camp ministries to operate safely, sustainably, and equitably.

This role does not replace volunteer leadership. Deans, counselors, commission members, cottagers, churches, and volunteers remain central to the life and ministry of Camp Crystal. The Coordinator’s role is to support that volunteer leadership by maintaining clear and consistent systems for registration, communication, scholarships, compliance, records, and year-to-year continuity.

Core Responsibilities

1. Registration and Communication

• Coordinate the annual camp registration process.
• Help ensure that registration forms, camp dates, costs, scholarship information, and parent communications are accurate and consistent.
• Respond to basic registration, payment, form, and camp logistics questions from families and churches.
• Prepare camper lists, health and release form tracking, payment summaries, and registration reports for deans and regional leadership.
• Maintain registration records so that the process is not dependent upon one volunteer’s memory or institutional knowledge.

2. Scholarship and Affordability Coordination

• Coordinate the annual camp scholarship process.
• Communicate with families, churches, donors, sponsors, and regional or endowment fund representatives as needed.
• Track scholarship requests, awards, credits, funding sources, and remaining financial gaps.
• Help match family needs with church support, donor support, sponsorships, and regional resources.
• Maintain clear scholarship records for post-season review and responsible financial stewardship.
• Support equitable access to camp for families and churches with varying financial capacities.

3. Licensing, Compliance, and Safety Records

• Maintain an annual compliance calendar for licensing, inspections, and related deadlines.
• Coordinate background checks, reference checks, counselor and CIT applications, health forms, release forms, and related documentation.
• Help prepare licensing and inspection materials in partnership with camp leadership and facility partners.
• Maintain current emergency policies, illness procedures, incident documentation processes, and other required camp policies.
• Ensure that compliance knowledge and procedures are documented and transferable from year to year.

4. Volunteer and Program Support

• Support dean, counselor, CIT, and volunteer recruitment systems.
• Track applications, references, required forms, and deadlines.
• Communicate with deans and volunteer leaders regarding rosters, paperwork, camper needs, and program logistics.
• Help ensure that each camp session has the information and volunteer support needed to operate safely and effectively.

5. Church Outreach, Publicity, and Social Media

• Coordinate camp publicity across regional communication channels.
• Prepare or support brochures, emails, postcards, website updates, church announcements, and social media posts.
• Maintain clear and consistent public information regarding camp dates, registration, scholarships, volunteer opportunities, and deadlines.
• Communicate with pastors, youth leaders, church offices, and congregational contacts.
• Help reconnect lapsed churches and strengthen participation among underrepresented congregations across the Region.

6. Calendar, Policy, and Records Management

• Maintain one official camp calendar before dates are publicly announced.
• Maintain one current policy repository and archive older versions as appropriate.
• Ensure that camp dates, registration language, scholarship information, social media posts, and public communications remain aligned and consistent.
• Preserve annual records, including rosters, reports, inspection materials, incident documentation, scholarship records, and post-camp evaluations.
• Support year-to-year continuity when volunteer leaders change roles, retire, relocate, or step away from camp ministry.

7. Budget, Reporting, and Evaluation

• Support annual camp budget planning and post-camp financial review.
• Prepare basic annual summaries of registration, scholarship use, church participation, volunteer staffing, and program trends.
• Assist with post-camp evaluation, including dean feedback, policy review, scholarship review, and recommendations for the next camp cycle.
• Provide regular updates to regional leadership and the appropriate camp commission or committee.

Annual Work Rhythm

Fall

Post-camp review, scholarship reconciliation, dean reports, thank-you communications, policy review, budget requests, selection of the following year’s dates, and publicity planning.

Winter

Registration setup, scholarship preparation, church outreach, dean recruitment, social media planning, policy updates, and coordination with facility partners.

Spring

Registration launch, scholarship applications, parent communication, counselor and CIT applications, background checks, reference checks, health forms, licensing preparation, and final publicity.

Summer

Camp opening support, roster preparation, health-form tracking, parent communication, inspection readiness, volunteer support, scholarship follow-up, social media updates, and troubleshooting as needed.

Required Qualifications

• Strong organizational and communication skills.
• Ability to manage recurring deadlines across a year-round program cycle.
• Experience working with churches, camps, youth ministry, nonprofits, or volunteer-based programs.
• Comfort using registration systems, spreadsheets, email, forms, shared files, and social media.
• Ability to handle confidential family, youth, financial, and health-related information responsibly.
• Commitment to child safety, compliance, transparency, and sound recordkeeping.
• Ability to work collaboratively with volunteers, pastors, parents, regional staff, and facility partners.
• Commitment to making camp accessible throughout the Region.

Preferred Qualifications

• Experience in camp administration, youth ministry, church programming, or nonprofit coordination.
• Familiarity with scholarship administration or financial-aid-style support systems.
• Experience with background checks, compliance records, safety policies, or licensing preparation.
• Familiarity with Christian Church (Disciples of Christ) congregational life and regional ministry structures.
• Experience coordinating volunteers across multiple churches or organizations.

Key Characteristics

The successful candidate will be:

• Dependable
• Organized
• A clear communicator
• Trustworthy with sensitive information
• Collaborative with volunteers and staff
• Able to create repeatable and sustainable systems
• Attentive to regional equity and access
• Comfortable balancing practical details with ministry relationships

Authority and Accountability

This position will have clear authority to maintain official camp administrative systems, including registration processes, scholarship records, compliance calendars, policy repositories, official camp dates, communication templates, social media and publicity schedules, and annual reporting systems.

The Coordinator is accountable to regional leadership and works in partnership with camp commissions, deans, UCCR, local churches, and volunteers.

Position Summary

The Camp Program, Scholarship, and Compliance Coordinator provides the stable regional systems that allow camp ministry to thrive.

Volunteers continue to provide the heart, leadership, relationships, and ministry that make Camp Crystal meaningful. This position ensures that the administrative, scholarship, compliance, communication, and recordkeeping systems are clear, consistent, sustainable, and transferable from year to year.

Application Process

Interested candidates should submit the following:

• A cover letter
• A résumé
• Three references, including at least one reference from either:
  • A Christian Church (Disciples of Christ) minister in good standing within their Region; or
  • A lay leader within a Christian Church (Disciples of Christ) congregation

Applications should be submitted by October 15, 2026.

Submit Applications To:

Dr. William E. Crowder, Jr.
Regional Minister & President

Email: [email protected]

Applications will be reviewed as they are received, and the position will remain open until filled.